ROLES & RESPONSIBILITIES OF THE PROJECT MONITOR

ROLES & RESPONSIBILITIES OF THE PROJECT MONITOR

 INTRODUCTION

Project Monitors represent the interests of the Owner and may also fill the role of Air Sampling Technician. It is important to note that a Project Monitor is not required to be present on an abatement project, however, where present, the Project Monitor will perform the minimum following functions:

  • Review the contractors intended method of abatement and work area prep.
  • Review the documentation of the contractor and his employees.
  • Verify that all time and material charges are accurate.
  • Verify contractor adherence to contract specifications.
  • Verify contractor adherence to Federal, State and local regulations.
  • Perform daily inspections of the work and work area.
  • Perform final inspections to assure no asbestos remains, and sign off in Abatement Contractor Supervisor’s logbook.
  • Require submittal of all Project records in a timely manner.

These functions are summarized in NYS Code Rule 56 as “a person who oversees the scope, timing, phasing and/or remediation methods to be utilized”. Contract documents must be carefully reviewed to determine the precise responsibilities and powers delegated to the Project Monitor. It should be noted that the Project Monitor will typically be the most knowledgeable individual regarding regulatory compliance associated with the project, and as such, will not only represent the interests of the Owner, but also will provide advice and guidance to the Owner.

 

REVIEW OF METHODS AND WORK AREA PREP

The project monitor should become familiar with the abatement methods intended to be used on the project. As part of this review, the Project Monitor should request from the contractor, information/specifications on any special equipment to be used in the abatement project as well as any special methods and techniques to be used. The Project Monitor should assess the work area for issues and concerns prior to the start of the project as detailed in Section 13 of this manual.

 DOCUMENTATION REVIEW

Prior to the start of the project, the Project Monitor should review all submittals from the contractor. These include should include:

  • Medical approvals for all proposed employees.
  • Fit test reports (less than 6 months old) for all proposed employees.
  • Licenses and worker certifications.
  • Project notifications.
  • Insurance certificates.
  • Lists of equipment to be used.
  • Overall project schedule.

 

TIME AND MATERIAL CHARGES

Often, contracts are written on a time and material basis in which the building owner will be charged unit prices for equipment, supplies and labor utilized on a project instead of on a lump-sum basis. Where this type of contract is in place, the Project Monitor will be responsible for verifying the number of workers on site, the number of hours worked, the amounts of supplies used and equipment present on a daily basis. It is also important to verify that these charges are reasonable and necessary for the performance of work (i.e. if 5 negative air machines are needed, and the contractor has 15 on-site, only 5 will be approved for payment).

 VERIFICATION OF ADHERENCE TO CONTRACT SPECIFICATIONS

As the representative of the Building Owner, the project Monitor should verify that the work is being performed in compliance with the contract specifications. Where deviation from specifications is observed, this must be noted and the contractor advised of the failure to perform within the contract specification. Work performed in such a manner, may not be approved for payment. For example, if the contractor performs removal work during the weekend when no Project Monitor is present and the contract specification prohibited weekend work, payment for those days of work may not be approved, even if the work was performed satisfactorily in every other way. Similarly, if the contractor attempts to substitutes different replacement materials than specified, the Project Monitor may be responsible for enforcing the contract requirements. Alternately, if the contractor wishes to deviate from the contract specifications, such as using a substitute material, the request must go through the Project Monitor, and then, if the request appears to have merit, the Project Monitor would advise the owner and seek his approval.

 VERIFICATION OF ADHERENCE TO REGULATIONS

One of the most critical aspects of Project Monitoring is to assure that the contractor adheres to all applicable regulations. Where a Project Monitor is present, any failure of the contractor to perform within regulatory requirements will also expose the Project Monitor to liability for fines and penalties.

DAILY INSPECTIONS

To assure that the contractor is performing within the specifications and regulatory requirements, it is critical for the Project Monitor to perform daily inspections of the work site. These inspections should be documented in the Project Monitor’s daily log. A checklist may be useful in assuring that all necessary items have been addressed. As listed in Section 13, the daily inspection should include but not be limited to:

  • Project name.
  • Date.
  • Job number.
  • Project description.
  • Name of abatement firm and on-site supervisor.
  • Inspection of barrier integrity.
  • Verification that warning signs and labels are affixed to required surfaces.
  • Appropriate air sampling has been conducted and documented.
  • Air sampling was performed correctly (calibrations made and results received).
  • Protective clothing and respiratory protection have been used correctly, cleaned and/or disposed of in properly labeled containers.
  • Abatement procedures have been performed in accordance with contract specifications and Federal, State and local regulations.
  • Tools, equipment and supplies have been inventoried/accounted for.

In addition, the progress made each day should be recorded as well as the approximate percentage of work complete. In very large projects, the contractor may receive progress payments based on these observations.

FINAL INSPECTIONS

To verify the completeness of the abatement project, the Project Monitor will perform a final inspection. This inspection should include entering all areas where abatement work has been conducted and inspecting all surfaces for the presence of residue and debris. The inspection may include the use of flashlights held near surfaces to illuminate debris, use of cloth wipes to detect evidence of dust and debris, and testing of encapsulated surfaces to assure that the encapsulant has been applied properly and with the proper thickness. Where penetrating encapsulants have been applied, random core samples shall be taken to assure that the encapsulant has penetrated to the full depth.

If residue or debris is observed, the Project Monitor will require the area to be re-cleaned prior to permitting final clearance air samples to be collected. If abatement is incomplete, the contractor will be required to finish as necessary to comply with the project specifications and good work practices.  The plastic sheeting of the enclosure should also be carefully inspected to note any locations where debris may be trapped such as folds and taped seams.  The Project Monitor visual inspection for completeness of abatement and completeness of cleanup shall be performed as per the provisions of the current ASTM Standard E1368 “Standard Practice for Visual Inspection of Asbestos Abatement Projects”.

PROJECT CONCLUSION

At the conclusion of the project, the Project Monitor must assure that the work site has been properly restored. Typically, the supervisor and Project Monitor will complete a site walk-through and punch list. Items, which should specifically be addressed, include:

  • All barriers, signs and warnings removed.
  • All trash, debris and asbestos waste removed.
  • All lock-out/tag-outs removed.
  • All temporary utilities and tie-ins removed.
  • All electrical fixtures, switches, lights, etc., restored to pre-abatement condition.
  • All damage identified and repairs agreed to in writing.
  • All keys, badges, passes etc., returned to the Client.
  • All abatement work inspected and found acceptable by the Client.
  • All waste manifests, air sample reports and other project documentation complete.